STANDARD OPERATING PROCEDURES
SUPPLEMENT TO THE BY-LAWS OF THE 4-WHEELERS CHAPTER
OF THE
FAMILY MOTOR COACH ASSOCIATION
Updated 2-14-08
This Standard Operating Procedure (S.O.P.) is a “living document” that is a listing by category of items that have passed at business meetings of the FMCA 4-WHEELERS. It lists only those items that affect how the Chapter is run, and will reflect changes of current items or addition of new items as they are approved.
CHAPTER NEWSLETTER
A. Name: Trail Dust News will be official name of newsletter. (May 16, 1996, Flagstaff, AZ)
B. Advertising: There will be no paid advertising in the Trail Dust News. (November 27, 1997, Death Valley, CA)
CHAPTER LOGO
The official logo of the FMCA 4-Wheelers will be white on black. (January 23, 1997, Las Cruces, NM)
CHAPTER APPAREL
All FMCA 4-Wheelers Chapter apparel will be sold to members only. (November 22, 2007, Yuma, AZ)
EXECUTIVE BOARD
A. There will be an Executive Board that consists of the elected officers. (October 21, 1998, Byrd’s Campground, AR)
B. The Executive Board has the right to invite anyone to the executive board meeting that they wish advice from and any member has the right to come before the board on specific topics. (August 31, 2001, Princeton, B.C.)
C. A $400.00 per year line item expense for the Executive Board to use, without member approval, was accepted. (September 18, 2002, Ouray, CO)
LAND USE COMMITTEE
That a committee to oversee the Land Use Fund be established. This committee:
A. Will consist of members nominated and voted on by the general membership of the FMCA 4-Wheelers.
B. Will be responsible for collecting monies for the Land Use Fund through the use of raffles, donations, bake sales or any other legitimate fund raising technique.
C. Will oversee all disbursements from the Land Use Fund in support of open road initiatives including membership in and contributions to the Blue Ribbon Coalition and the United 4-Wheel Drive Association.
D. Will operate under guidelines approved by the membership. These guidelines will address:
1. The maximum amount of donations.
2. Who would be eligible to receive the donations.
3. The frequency of donation.
E. Will choose a Facilitator to chair meetings.
F. Will issue a report of their activities at every Chapter business meeting. (March 1, 2007, Parker, AZ)
G. Will be responsible for the purchase and sale of Chapter apparel. All proceeds will be deposited in the Land Use Fund.
LAND USE FUND
A. Voluntary Donations: On the Dues Renewal Form, a voluntary donation to the Land Use Fund will be solicited from all new and renewing members. (March 1, 2007, Parker, AZ)
B. Transferring of Funds: That the FMCA 4-Wheelers Chapter no longer transfers any money from the Operating Fund to the Land Use Fund. (March 1, 2007, Parker, AZ)
LIABILITY INSURANCE
A. Liability insurance for the 4-Wheelers Chapters of FMCA
1. FMCA carries a policy covering the Chapter and allmembers as long as the liability event occurs at the site of the rally. In our case we are not covered on the “trail”.
2. The 4-Wheelers Chapter requires all participants to sign a “Hold Harmless” agreement when going on a trail.
3. The 4-Wheelers Chapter is incorporated.
4. Individual members can purchase a liability rider on their homeowners or full timers motorhome insurance.
B. If someone sues the 4-Wheelers Chapter, the most we have to lose is the money in our bank account. The chapter incorporation shields all officers and members from that suit.
C. The 4-Wheelers Chapter of FMCA will continue to operate as it has in the past with no liability insurance. We recommend that each individual examine their personal needs and purchase liability insurance according to those needs. (March 9, 2005, Golden Valley, CA)
MEMBERS
1. DUES AND FEES:
A. Annual Dues:
1. Annual dues will remain $35/year. (Nov 22, 2007, Yuma, AZ)
2. A reminder that “Dues are due” will be in the TDN. (September 15, 2004, Ouray, CO)
3. A reminder notice will be sent out on January 31st to members who have not paid their dues at that time. (September 15, 2004, Ouray, CO)
4. The FMCA 4-Wheelers Chapter will not collect money through dues to join any other organization (November 22, 2007, Yuma, AZ)
B. Initiation Fee: New members and also members who are dropped from the roles for nonpayment by March 1st will pay an initiation fee of $15 in addition to the annual dues required. (November 24, 2005, Yuma, AZ)
C. Badges: The Chapter will purchase name badges for all members from the initiation fee. (October 21, 1995 Moab, UT)
D. Charter Members: Charter membership was granted to all members of the 4-Wheelers at the time of the Silverton Rally in August 1996. (August 3, 1996, Silverton, CO)
E. Associate Members: The FMCA 4-Wheelers Chapter shall accept a limit of 10 families as Associate Members. Associate members do not have a vote and cannot host events, but are welcome to help. (November 24, 2005, Yuma, AZ)
OFFICERS
A. Mail Balloting: Due to lack of interest of mail balloting, the by-laws (S.O.P.’s) will be changed to omit mail ballots, and elect nominated officials by member vote at the membership meetings. (October 21, 1998, Byrd’s Campground, AR)
B. Chapter President:
1. The President is the Chairman of the Chapter’s Executive Board and its Executive Committee (if one is constituted.)(July 22, 1995, Silverton, CO)
2. The President appoints the Newsletter Editor, members of all Chapter committees (except the Chapter Nominating Committee), and is an ex-officio voting member of all appointive committees. (July 22, 1995, Silverton, CO)
C. Chapter Secretary: The Secretary position will now be divided into two positions, a Recording Secretary and a Membership Secretary. (October 21, 1998, Byrd’s Campground, AR)
D. Director of Environmental Affairs was added to the slate of officers for our Chapter. (August 3, 1996, Silverton, CO)
RALLIES
A. Rally Funds:
1. Accountability – Rally expenses will be accountable to the Treasurer from the Rally Host. Funds from rally will be turned over to the Treasurer to be deposited in either the Operating Fund or the Land Use Fund.
2. Once a rally is approved, Rally Host can request an advance from the Treasurer.
3. Wording at bottom of rally application should read “Anyone not pre-registered” should not expect to participate in pre-scheduled activities (catered dinners, rally mementos, etc.). No host will give discounts for pre-registration or assess penalties for late registration. It is up to the rally host to determine the amount of the registration fee and pre-registration fee. All funds will be deposited in the Operating Fund. All monies left over after all rally commitments have been met will go to the Land Use Fund. (August 31, 2001, Princeton, B.C.)
B. Spring Rally: The Spring Rally will be named the “Memorial 4-Wheelers Rally” in honor of those members who have passed away. The members’ names will be noted in the TDN prior to this rally. (July 31, 2003, Empire, CO)
C. Volunteers: FMCA 4-Wheelers Chapter adopted a policy of using uncompensated volunteers to perform all duties associated with FMCA 4-Wheelers’ events. (November 24, 2005, Yuma, AZ)
A. Trail Procedures:
1. Under no circumstances are participants of a trail run to be left or abandoned on a trail.
2. The rally hosts are responsible for setting up the trails and trail leaders for the rally.
3. Each trail leader is to review each trail vehicle on his/her run for proper equipment needed to successfully traverse the trail he/she is leading. The trail leader has the final say as to whether a unit is satisfactorily equipped to go on the trail he/she is leading.
4. Members of a trail run are to follow the trail leader and not split off on separate independent trails without the trail leader’s concurrence.
5. Each driver is responsible to keep the unit behind in sight. Each driver is expected to try to keep up with the unit ahead.
6. There will be no use of alcoholic beverages on the trails sponsored by the FMCA 4-Wheelers. (August 3, 1998, Silverton, CO)
B. Hold Harmless: A version of the hold harmless will be signed by each member and guest at the time of trail sign up. The Chapter President will keep them for one year. (August 3, 2000, Buena Vista, CO)